• ABE Visiting Scholar / J-1 Pre- Invitation Form

    Purpose: Faculty who plan to invite a J Program exchange visitor to UF will initiate the process by completing this form.

  • NOTE: If you would like to amend a current program (E.g., extend), please complete the ABE HR Request form instead.

     

    REVISED AUGUST 2026

    There are many steps to inviting a J1 visitor, and requirements often change per University of Florida International Center (UFIC), US Department of State, and the State of Florida.

    Your HR Administrator needs to collect a lot of information and documentation, as required by various campus partners.

    Only HR can issue a formal invitation letter to a scholar. You may not, under any circumstances, issue official letters to potential scholars. 

    IMPORTANT CHANGE TO J1 FEES (FALL 2026)
    Effective August 17, 2026, UFIC Exchange Visitor Services (EVS) fees will change. 

    • The EVS fee for J-1 scholars and J-2 dependents will increase to $200 per person. This fee may be paid either by the scholar or by the hosting department.
    • The late submission fee will be $150. This fee will be charged to the hosting department under the following circumstances:
      • Initial requests are submitted fewer than 60 days before the program start date. Please note that RISC requires up to 30 days to issue clearance. Therefore, we recommend that departments begin the process of inviting a new J-1 visitor at least 90 days in advance.
      • Amendment requests are submitted fewer than 30 days before the J-1 visitor’s program end date.
      • Exception: Program reduction amendments are not subject to the 30-day advance submission requirement. However, they will be subject to the late fee if they are not submitted within 10 days of the visitor’s departure.


    IMPORTANT CHANGE TO J1 VISITS (FALL 2026)
    Effective September 15, 2026, J1 visas will have an established end date. Visitors must timely apply (and pay fees for) program extensions with USCIS.

     

    RELEVANT LINKS
    UF Policy on Hosting International Scholars and International Visitors
    UF Research Integrity, Security & Compliance (RISC)
    Inviting J1 Visitors (UF International Center)

     

    REQUIREMENTS: Faculty Sponsors

    • J1 Training Program. This is required annually. Any J1 action (invitations, program amendments, etc.) requires a current certificate. Here is the current link: Understanding the J-1 Visa Program at UF.

      If the link does not work or you need assistance, please contact your HR administrator. 

    • Acknowledgement of Responsibility. Inviting and hosting a J1 visitor carries a significant responsibility, and serious risks in cases of noncompliance. Faculty sponsors will need to complete the current UFIC acknowledgement form available here (link as of AUG2026).  

     

    REQUIREMENTS: Visitors

    • Proof of English Language Proficiency. UF is very strict about what is acceptable as proof of proficiency, and this step often delays visitor's ability to obtain a Visa. See UFIC's website for current requirements; this weblink is current as of AUG2026. 
    • Provide a full and complete CV, in English. CV is a summary of a person’s career, qualifications, and postsecondary education. A complete CV must include:
      • all publications from post-secondary education
      • all professional appointments/engagement beginning with the start of post-secondary education
      • may not include any gaps in history over six months; or else visitor must be prepared to explain these gaps
      • the CV must be entirely in English
      • all entity names have been fully translated into English and are given in full (no abbreviations) at least once
    • Provide documents in English or accompanied by a certified translation. Some of the documents that will be requested include proof of funding and diploma / transcripts. 

  • Sponsor & Visitor Info

  • If scholar is domiciled in the United States, do they maintain an affiliation with an entity in their country of citizenship?*

  • Current Employment & Research

    Information about the visitor; will be used for RISC and/or DS-2019
  • Does the scholar have have current or pending research support? Research support includes all resources made available to them in support of and/or related to all their research endeavors, regardless of whether or not they have monetary value and regardless of whether they are based at the institution they identify for the current grant.*
  • Will the scholar be employed by or visiting other U.S. Institutions during, before, or after UF visit?
  • Is the scholar currently in J-1 status and intending to transfer sponsorship to UF?*

  • UF Visit Details & Program Information

    Will be used for RISC & DS-2019
  • Planned Visit Start and End Dates*

  • A CIP Code is required to submit any DS-2019 request. This code should best reflect the scholars visit. To find a CIP code for this scholar you can visit nces.ed.gov/ipeds/cipcode

  • International Visitor Type*
  • Funding Source for the Visit*
  • Please indicate UF Employment plans for this visitor.*
  • Will the visitor engage in any form of research during their visit?*
  • Type of Research*
  • Does the Sponsoring faculty member have a Technology Control Plan? "A Technology Control Plan (TCP) is an internal document between UF RISC’s Export Control Team and a researcher or PI, designed to lay out the plan to appropriately comply with export control regulations and contract terms related to a specific research project or export controlled article."*
  • Will the visitor / scholar be participatingin program activities at any other sites?
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  • Financial & Building Space

  • Will this visitor have a Bench Fee?
  • Mobile Gator1 cards are free. Do you wish to cover the $15 cost of a physical Gator1 Card?*
  • Will the visiting scholar need to be provided a desk to work at in an ABE assigned Shared Office?*

  • Acknowledgement & Submission

  • I understand that J1 program requests will require payment of a $150 late submission fee, charged to the department and paid to UFIC EVS, for requests not submitted timely. I acknowledge that I have taken the J1 training within the last year, or will complete the training after submitting this form and email the HR Administrator my certificate / diploma from myTraining.*
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